Employee handbook

Employee Handbook

Montana State Library

3 0864 1004 7852 1

The PUBLIC SERVICE CAREER PROJECT is
responsible for the publication and distribution of
this handbook. The many contributions made by
personnel of all State agencies is acknowledged
and appreciated. Their assistance has greatly en-
hanced the handbook's value. The responsibility
for any omissions or errors is the sole responsi-
bility of the Department of Administration.

Ron Near Carolyn Schwinden

Technical Editor General Coordinator

Jim Stiffler Terri Lueck

Contributor Typist

Page
INTRODUCTION .^7^ 3

THE TREASURE STATE 3

MONTANA GOVERNMENT 4

Legislative Branch
Executive Branch
Judicial Branch

ORGANIZATION OF THE EXECUTIVE BRANCH 6

Department of Administration

Department of Agriculture

Department of Business Regulations

State Board of Education

Department of Fish and Game

Department of Health and Environmental Sciences

Department of Highways

Department of Institutions

Department of Intergovernmental Relations

Department of Labor and Industry

Department of Livestock

Department of Military Affairs

Department of Natural Resources and Conservation

Department of Professional and Occupational Licensing

Department of Revenue

Department of Social and Rehabilitation Services

Department of State Lands

EQUAL EMPLOYMENT OPPORTUNITY 11

SALARY AND BENEFITS 11

Salary Payment Schedule

State and Federal Withholding Taxes

Social Security

Public Employees' Retirement System (PERS)

Medical Insurance

Workmen's Compensation and Unemployment Insurance

Overtime

Compensatory Time, Call-Out and Standby

Holidays

Credit Unions

CONDITIONS OF EMPLOYMENT 14

Employment Periods

Attendance

Telephones, Equipment and Machines

Safety and Accidents

Auto Use and Travel Expenses

State Library

Change of Address or Telephone Number

PERSONNEL POLICIES 17

Personal Conduct

Code of Ethics

Political Activity

Classification

Unions and Employee Organizations

Grievance Procedure

Merit System

Resignation

Employee Training and Development

LEAVES OF ABSENCE 20

Sick Leave

Annual Vacation Leave

Maternity Leave

Jury Duty

Military Leave

Reinstatement to State Service after Military Duty

Unauthorized Leave of Absence

Leave Without Pay

As employees of the State of Montana, our basic duty is to serve the inter-
ests of the people of Montana in the most efficient, economical and courteous
manner possible. Understanding our rights, privileges, and responsibilities will
help each of us to improve the quality of our performance.

This handbook has been prepared for all state employees to answer some
of the most frequently asked questions about employment in state government.
I urge you to read this handbook thoroughly and keep it as a convenient ref-
erence. The details of your particular work assignment and responsibilities will
be explained by your supervisor.

I hope you have an interesting and rewarding career in Montana State
service.

THOMAS L. JUDGE
Governor

INTRODUCTION

This handbook has been written to acquaint you with the basic personnel
rules and regulations presently in effect within state government. At this date
many personnel policies that directly affect you as an employee are being formu-
lated or revised. For instance, a uniform classification and pay plan is being
developed and collective bargaining procedures are being established. It is
advisable to discuss with your immediate supervisor, with your department's
personnel officer, or with the Personnel Division of the Department of Adminis-
tration any specific questions that may arise in the area of personnel
administration.

This handbook contains information designed to answer the basic ques-
tions concerning individual job responsibilities and the responsibilities of state
government as a whole. Although only the basic information about employment
in state government is presented, this handbook should supply answers to most
of the questions you might have. If you are interested in specific details, refer-
ence has been made, where appropriate, to the Revised Codes of Montana
(R.C.M.). Copies of the R.C.M. can be found in most State offices, and should be
available to all employees.

THE TREASURE STATE

Montana was purchased from France as part of the Louisiana Purchase in
1803. In 1805-06 Lewis and Clark explored the area to assess the value of the
new acquisition. Montana's first trading post was built in 1807 to accommodate
the fur trappers in the area. St. Mary's Mission, the first permanent white settle-
ment, was founded in 1 841 , and still stands today. The discovery of gold led to
an influx of prospectors and other settlers dreaming of riches. Rich strikes were
made at Bannack in 1862, with later strikes in Virginia City and Helena. Montana
became a territory in 1864 and the 41st state in 1889.

The first citizens of Montana were the Plains Indians who inhabited the
region until the white man began moving west. This westward expansion con-
tinually diminished Indian lands and hunting grounds, forcing the Indians to mi-
grate. The discovery of gold, the slaughter of the buffalo, and the continued
pressure from the white man forced the Indians to fight for their lives. The
Indians' fight culminated with Custer's Last Stand on the Little Big Horn in 1876
and the surrender of Chief Joseph at the Battle of the Bear's Paw a year later.

The word "Montana" is derived from "montana", the Spanish word for
mountains. Montana, the nation's fourth largest state geographically, averages
550 miles in length and 275 miles in width. The Continental Divide runs north
and south through the western section. The highest elevation in the state is
Granite Peak (12,799 feet); the lowest elevation is on the Kootenai River at the
Idaho line (1,820 feet).

MONTANA GOVERNMENT

According to the Montana State Constitution, ratified by the people of
Montana on June 6, 1972, the "power of the government of the state," is di-
vided into three distinct branches: Legislative, Executive, and Judicial. The
laws governing the state are enacted by the Legislative; implemented by the
Executive; and monitored by the Judicial Branch of state government.

Legislative Branch

The Legislature, which meets in regular session once a year for not more
than sixty days, is composed of two bodies: the House of Representatives, with
100 members elected for two year terms; and the Senate, with 50 members
elected for four year terms. One half of the Senators are elected every two years.

The Legislature is assisted by the Legislative Council, Legislative Auditor,
Environmental Quality Council, and various interim committees. The Legisla-
ture enacts the laws that govern the State. Laws so enacted must be approved
by the Governor. The Legislature may override the Governor's veto by a two-
thirds vote of both houses.

Executive Branch

The agencies of the Executive Branch are headed by the Governor, Lieu-
tenant Governor, Secretary of State, Attorney General, Superintendent of Public
Instruction, State Auditor and the Public Service Regulation Commission. Each
officer is elected to office for a term of four years. The five members of the Pub-
lic Service Regulation Commission are elected by districts for staggered terms
of four years each. Following is a brief description of the responsibility of each
elected official.

Governor The executive power is vested in the governor who sees that all
state laws are faithfully executed. The governor supervises eighteen depart-
ments that execute this function. A summary of the purposes of each of these
departments is included in the section titled "Organization of the Executive
Branch". Offices directly attached to the Governor's Office include: Addictive
Diseases Unit, Citizen's Advocate, Budget and Program Planning, Manpower
Planning Council, Physical Fitness Council, Mansion Maintenance Program,
and Local Government Studies.

Lieutenant Governor The lieutenant governor performs the duties provided
by law and those delegated to him by the governor. If the office of the governor
becomes vacant by reason of death, resignation, or disqualification, the lieu-
tenant governor becomes governor.

Secretary of State The major duty of the Secretary of State is to establish and
preserve both private and official records of the State of Montana. These rec-
ords include the record of official executive acts; corporate records; uniform
commercial code filings; certain bonds, deeds and mortgages. Other duties
include the compilation and updating of the Montana Administrative Procedure
Code; directing county elections; and cooperating with the Legislature regard-
ing statutory duties before, during, and after each session.

Attorney General The Attorney General, the legal officer of the State, super-
vises the Department of Justice. The purpose of the Department of Justice is to
protect the citizens of the State through enforcement of civil and criminal laws
and through programs designed to provide public safety. Its functions include
the provision of legal services for the representation of state agencies; criminal
identification and investigation; operation of the law enforcement teletype-
writer communications systems; supervision of the Law Enforcement Academy;
adoption and enforcement of fire safety codes, building codes, and the electrical
code; performance of electrical inspections; registration of motor vehicles;
issuance of driver's licenses; enforcement of motor vehicle laws; and technical
and financial assistance to law enforcement agencies.

Superintendent of Public Instruction The major responsibilities of the Super-
intendent of Public Instruction are to provide general supervision of the public
elementary, and secondary schools and to maintain records pertaining to the
State's schools. In addition, the office administers federal educational programs
and extends service assistance and leadership to improve the State's educa-
tional system in such areas as basic skills, vocational and occupational skills,
financial and statistical assistance to support the school program and educa-
tional research, planning, development, and evaluation.

State Auditor The State Auditor's responsibility is to superintend the fiscal
operations of the State and recommend fiscal management practices as re-
quired. The State Auditor is responsible for maintaining an accountability
between the State and the State Treasurer; issuing and accounting for war-
rants; and providing central payroll services for all state agencies. The State
Auditor is ex officio commissioner of insurance and the investment commis-
sioner. In this capacity the State Auditor provides the consumer with insurance
or investments counseling; collects insurance tax premiums; and licenses in-
surance agents, investment salesmen, broker-dealers and investment advisers.

Public Service Regulation Commission The purpose of the Department of
Public Service Regulation is the assurance to the public of safe and dependable
public transportation and utility services at reasonable rates. The functions of
the Department are the regulation, rate-setting, and safety inspection of rail-
roads, motor carriers, public utilities, and pipelines.

The judicial power of the State is vested in the Supreme
Court, District Courts, Justice Courts and such other courts as may be provided
by law. The Supreme Court consists of one chief justice and four associate
justices elected by popular vote for an eight year term.

The judges of the eighteen District Courts in Montana are elected for six
year terms. Each county elects at least one justice of the peace for a term of
four years.

ORGANIZATION
OF THE EXECUTIVE BRANCH

On March 10, 1971, the Executive Reorganization Act was signed into law
by the Governor. This legislation provided the legal basis for reorganizing the
executive branch of state government.

The act declares that all executive and administrative offices, boards,
bureaus, commissions, agencies, and instrumentalities except for the Office of
the Governor, Lieutenant Governor, Secretary of State, Attorney General,
Superintendent of Public Instruction, and Auditor, shall be allocated among
not more than twenty principal departments.

Reorganization changed the structure of the executive branch and created
definite lines of authority. New job titles and areas of responsibility were cre-
ated. Outlined below are the new titles and an overview of the lines of authority.

Director A department director is appointed by the governor and is respon-
sible for the overall operation of a department. The director may be assisted in
this capacity by an assistant or deputy director.

Administrator A department may be comprised of divisions, each headed by
an administrator. The administrator is responsible to the department director.

Chief A division may be comprised of bureaus, each headed by a bureau chief.
The bureau chief is responsible to the division administrator.

Supervisor A bureau may be comprised of sections, each headed by a section
supervisor. The supervisor is directly responsible to the bureau chief.

To provide the reader with additional information on executive reorganiza-
tion, the seventeen executive agencies under the direction of the Governor are
described in the following pages.

DEPARTMENT OF ADMINISTRATION The purpose of the Department of
Administration is to centralize and consolidate the general administrative, man-
agement, and fiscal functions of state government. The major functions of the
department are accounting; purchasing; data processing; communications;
management systems; personnel; general services; architecture and engineer-
ing; administration of a merit system for certain federally funded state agencies;
administration of state sponsored retirement programs and Social Security
coverage, and the investment of state funds.

DEPARTMENT OF AGRICULTURE The purpose of the Department of Agri-
culture is the promotion of the agricultural industry and the enforcement of
agricultural-oriented laws to protect farmers and consumers. The principal
functions of the Department are enforcement of grain laws; maintenance of
comprehensive agricultural statistics; regulation of commercial feeds and ferti-
lizers; agricultural marketing and transportation coordination; grain inspection
and grading; horticultural inspection and quarantine service; wheat research
and marketing; pesticide regulation; enforcement of apiary laws; specialized
rural development programs; and administration of state crop hail insurance.

DEPARTMENT OF BUSINESS REGULATION The purpose of the Department
of Business Regulation is the enforcement and administration of state laws
which regulate certain industries and businesses in the state. In addition, the
Department directs the operations of the Consumer Affairs Division which is
sensitive to consumer problems. The primary functions of the Department are
regulation of banks, building and loan associations, credit unions, and con-
sumer loan companies; regulation of weights and measures; packaging and
labeling regulation; petroleum testing and regulation of petroleum pumps and
meters; enforcement of the Unfair Practices Act and regulations of fluid milk
product marketing.

STATE BOARD OF EDUCATION The purpose of the State Board of Education
is the supervision of state educational and cultural programs. Attached to the
Department of Education are the office of the Commissioner of Higher Educa-
tion, the School for the Deaf and Blind, the Montana Historical Society, the Mon-
tana State Library, the Montana Arts Council, The Advisory Council for
Vocational Education, Educational Broadcasting Commission, and the six
units of the university system.

DEPARTMENT OF FISH AND GAME The purpose of the Department of Fish
and Game is the conservation and management of wildlife and the preserva-
tion of state parks and recreational areas to benefit the people of Montana and
visitors, creating optimum outdoor recreational opportunities that emphasize
the tangible and intangible values of wildlife, the natural and cultural resources
of aesthetic, scenic, historic and archeological significance in a manner con-
sistent with the capabilities and requirements of the resources, recognizing
present and future human needs and desires and ensuring maintenance and
enhancement of the quality of the environment. The functions of the Depart-
ment are the issuance of fishing, hunting and related licenses; enforcement of
fishing and hunting laws and regulations; construction and maintenance of
state parks and recreational areas; and the production, management, and pro-
tection of wildlife.

DEPARTMENT OF HEALTH AND ENVIRONMENTAL SCIENCES The purpose
of this Department is to protect the health of the citizens of the state and pro-
vide health care services throughout the state. The Department performs func-
tions in the following areas: air and water quality control; environmental
sanitation; maternal and child health services; dental health; disease control;
nutrition; health education; comprehensive health planning; hospital and
medical facilities; laboratories, nursing, records and statistics; local health
services; and services to reach persons dependent on alcohol or drugs.

DEPARTMENT OF HIGHWAYS The purpose of the Department of Highways is
to provide and maintain an adequate system of highways in the state. Its func-
tions are highway planning and design; highway construction; highway main-
tenance and certain special functions, such as regulation of gross vehicle weights
on the state highways; management of the state motor pool; regulation of pro-
portional registration and taxation of interstate carriers; and the promotion of
the tourist industry in the state.

DEPARTMENT OF INSTITUTIONS The purpose of the Department of Institu-
tions is to provide institutional care to persons in the state requiring such care.
The functions of the Department are the administration of eleven institutions
(Galen State Hospital, Center for the Aged, Montana Children's Center, Moun-
tain View School, Pine Hills School, Boulder River School and Hospital, Warm
Springs State Hospital, Montana State Prison, Montana Veterans' Home, Swan
River Youth Forest Camp, and Eastmont Training Center); collection of reim-
bursements owing to the state for the cost of institutionalized care from various
sources; and administration of the probation and parole system, Board of
Pardons, Regional Mental Health Centers and Mental Health Clinics.

DEPARTMENT OF INTERGOVERNMENTAL RELATIONS The purpose of the
Department of Intergovernmental Relations is to act as a conduit for the receipt
of federal funds and to function in an official liaison capacity in relations with
the federal government and local governments. The functions of the Depart-
ment involve planning and economic development aimed primarily at local
units of government; highway traffic safety planning; coordination of federal,
state, and local programs designed to alleviate poverty; coordination of pro-
grams directed at the Indian population; regulation and promotion of aero-
nautics; and regulation of accounting, budgeting, printing, and general fiscal
control methods of the state's political subdivisions.

DEPARTMENT OF NATURAL RESOURCES AND CONSERVATION The pur-
pose of the Department of Natural Resources and Conservation is to preserve
or conserve the natural resources of the state, except for fish and game and land
disturbed by mining operations. The functions of the Department are to coordi-
nate the development and use of water resources; develop, protect, and con-
serve forests on private and state land; provide for the conservation of soil and
soil resources; promote efficient range management and preservation; and en-
sure that the state's oil and gas resources are conserved.

DEPARTMENT OF PROFESSIONAL AND OCCUPATIONAL LICENSING The

purpose of the Department of Professional and Occupational Licensing is to
centralize the administrative operation of the twenty-six professional and occu-
pational licensing boards. The functions of the Department, which are carried
out in conjunction with the boards, include promulgation and enforcement of
rules and regulations; setting of qualifications and subsequent examination
and licensing of applicants; collection of fees; and general supervision of the
various professions and occupations.

DEPARTMENT OF LABOR AND INDUSTRY The purpose of the Department of
Labor and Industry is to protect and provide for the economic and physical wel-
fare of the present or potential wage earners. The functions of the Department
are to administer the unemployment insurance program, the employment
service program, the labor standards and compliance program, the workmen's
compensation program, and the occupational safety and health program.

DEPARTMENT OF LIVESTOCK The purpose of the Department of Livestock
is to exercise general supervision over the livestock industry and to protect
livestock from theft and disease. Its functions are enforcement of livestock
laws, including the registration of marks and brands; regulation of livestock
markets; rabies control; predatory animal control; and dairy, egg and milk
inspection, control, and regulation.

DEPARTMENT OF MILITARY AFFAIRS The purposes of the Department of
Military Affairs are to provide for the maximum protection of life and property;
minimize and aid in the recovery from injury and damage caused by a nuclear
or natural disaster; and maintain order and assure continuity of state and local
government.

The functions of the Department are the operation of trained and equipped
National Guard and the supervision of the civil defense program.

DEPARTMENT OF REVENUE The purposes of the Department of Revenue are
to administer the tax statutes of the state; regulate the state's liquor monopoly;
and adjust and equalize the valuation of taxable property. The functions of the
Department are the supervision of property tax collections by the counties, in-
cluding the adjustment and equalization of the valuation of taxable property in
the state; assessment of inter-county property; collection of personal income
taxes, corporate license taxes, cigarette and tobacco taxes, motor fuel taxes,
inheritance and estate taxes, and miscellaneous taxes and revenues.

DEPARTMENT OF SOCIAL AND REHABILITATION SERVICES The purpose
of the Department of Social and Rehabilitation Services is to provide supportive
and rehabilitative services to persons who are unable to provide such services
for themselves. The functions of the Department are the provision of economic
assistance; social services to the blind and aged; and to veterans, and vocational
rehabilitation services.

DEPARTMENT OF STATE LANDS The purpose of the Department of State
Lands is the mangement of lands granted to the state by the federal government
so as to achieve maximum sustained return to the trust. The functions of the
Department include development of state land to increase its value; lease of
state lands for grazing, agricultural, and mineral uses; the sale of state land and
minerals when deemed advisable; and the administration of laws pertaining to
mined-land reclamation.

10

EQUAL EMPLOYMENT
OPPORTUNITY

Discrimination in employment based on race, creed, color, sex, national
origin, age, or political affiliation is strictly prohibited by law. State law also
prohibits discrimination on the basis of physical or mental handicaps. The State
of Montana seeks to hire and train the best qualified person for each position.
You are entitled to receive equal opportunities for employment, advancement,
training or any other aspect of employment that affects you regardless of race,
creed, color, sex, national origin, age, or political affiliation. Governor Thomas
L. Judge has directed the Department of Administration to design an Equal
Employment Opportunity Program for state government. The State is committed
to the maximum utilization of human resources by an aggressive affirmative
action plan. This state plan attempts to eliminate discrimination in personnel
policies and procedures including job structuring, position classifying, hiring,
firing, promotion and training of state employees.

SALARY AND BENEFITS

SALARY PAYMENT SCHEDULE The State of Montana pays employees every
two weeks, with the exception of some University System employees who are
paid monthly. Accompanying your paycheck will be a withholding stub indicat-
ing the number of hours worked, gross pay and other items that affect your
salary. If you are paid bi-weekly, you will receive your check for the two week
pay period one week after you earn it. This "hold back" period is provided
mainly to permit the processing of the payroll and to minimize improper salary
payments.

There are twenty-six bi-weekly pay periods in each year. Monthly standard
deductions (insurance, credit union, savings bonds, etc.) are halved each month
and deducted from twenty-four pay periods. During the year there are two bi-
weekly pay periods free of deductions for insurance.

STATE AND FEDERAL WITHHOLDING TAXES This deduction is withheld
from your salary by law to make it easier for you to meet your obligations to the
government at tax time. Shortly after the end of the year, a W-2 Form will be sent
to you totaling all of the taxes withheld from your salary during the past year.
The amount withheld will depend on the number of dependents you claim at the
time of your employment. Within certain limitations this number may be changed
by you at any time.

SOCIAL SECURITY The State of Montana is presently required, in most cases,
to deduct 5.85% of your gross pay, up to $12,500, for federal old age insurance
coverage. The State adds an equal amount to your Social Security account.

You may draw upon your Social Security account if you sustain a disabling
injury or illness, as well as when you retire. Social Security also provides bene-
fits to your survivors in the event of your death.

For detailed information on Social Security benefits, contact your local
federal Social Security Office.

PUBLIC EMPLOYEES' RETIREMENT SYSTEM (PERS) Membership in PERS
is mandatory for all state employees except elected officials; employees not
working the equivalent of at least sixty (60) working days in any fiscal year;
persons directly appointed by the governor; persons who become new em-
ployees after their sixtieth birthday; and other exclusions as listed in R.C.M.
Section 68-1602.

PERS benefits fall into the following categories: normal (service) retirement;
disability retirement; death benefits; and refund of members contribution with
interest.

An employee contribution rate of 5.75% of your gross salary is deducted
from your paycheck. The employer contribution rate is 4.9% of your gross pay
(5.2% of July 1, 1975).

If you terminate your employment before you are eligible for a retirement
benefit, you may withdraw your employee contributions plus interest by making
written application to the Public Employees' Retirement System. Application
forms are available from your employer.

For detailed information, contact: Public Employees' Retirement System,
1712 9th Avenue, Helena, Montana, 59601, (406) 449-3154.

MEDICAL INSURANCE The State of Montana contributes $10.00 a month
towards the cost of a permanent employee's medical insurance coverage, if
the employee wishes such coverage. An explanation sheet of the costs and cov-
erages of the different plans are provided for you. If you did not receive this
information, ask your supervisor to obtain it for you.

If the status of your position changes from temporary to permanent, you
must be notified in writing of your eligibility for insurance coverage. This is to
protect you and the agency for which you work from complications if you sus-
tain a covered illness.

At present, the state is consolidating health care plans for all state em-
ployees. You will be notified of changes as they take place.

If you do not subscribe to an approved state insurance plan, no credit is
given to you for the state's monthly contribution.

12

WORKMEN'S COMPENSATION AND UNEMPLOYMENT INSURANCE BENE-
FITS All state employees are covered by Workmen's Compensation Insurance.
If you are injured while on the job, Workmen's Compensation will provide you
with an income to help sustain you while recuperating. An employee may elect
to use accrued sick leave or to receive payments from Workmen's Compensation.

Presently, the employees at Boulder River School and Hospital, Warm
Springs State Hospital, Galen State Hospital and the University System are the
only state personnel covered by unemployment insurance benefits. Legislation
passed by the 1973 legislature extended unemployment insurance coverage to
all state employees.

Effective after December 31, 1974, state employees will begin to accrue
wage credits which will later qualify them for unemployment insurance. For
detailed information contact: Employment Security Division, Helena, Montana,
(449-2622).

OVERTIME All eligible state employees except administrative, executive and
professional employees are entitled to time and a half for hours worked in ex-
cess of forty (40) hours in any one work week. It is possible to receive more than
time and a half. For example, unions are allowed to negotiate above this rate.

COMPENSATORY TIME, CALL-OUT AND STANDBY Policy concerning com-
pensatory time, call-out and standby are regulated by union contracts, where
they exist, and departmental policy. To check the policy in your department, see
your department's personnel officer or your union representative.

HOLIDAYS State employees are entitled to the following holidays off with pay:

New Year's Day January 1

Lincoln's Birthday February 12

Washington's Birthday Third Monday in February

Memorial Day Last Monday in May

Independence Day July 4

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans' Day Fourth Monday in October

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25

The only holiday not listed above is the day on which a statewide general
election is held. This does not include primary elections or any elections other
than a statewide general election.

If one of the above holidays falls on a Saturday, you will be granted the
preceding Friday. If one of the above holidays falls on a Sunday, you will be
granted the following Monday. Specific dates will be posted in this event, so
check with your supervisor if you are not sure of the date.

13

CREDIT UNIONS Credit unions for state employees are located in over twenty
Montana cities. Members may use a credit union to save money or to obtain
loans. If you would like more information on credit unions, contact: Montana
Credit Union League, 1236 Helena Avenue, Helena, Montana, 59601. (406)
442-9081.

CONDITIONS OF EMPLOYMENT

EMPLOYMENT PERIODS The employment periods have been defined by
law as follows (R.C.M. 59-1007):

A. Permanent employee Any employee who regularly works for more than six
months in any twelve-month period (except in an agency under the jurisdic-
tion of the Merit System where the probationary period for certain positions
may be as long as twelve months).

B. Part-time employee Any employee who normally works less than 40 hours
a week.

C. Full-time employee Any employee who normally works 40 hours a week.

D. Temporary employee Any employee hired to fill a position created for a
definite period of time, not to exceed six months, and not renewable.

E. Seasonal employee Any employee hired to fill a position which, although
temporary, regularly occurs from season to season or from year to year.

Attendance Working hours will depend on your position and on the agency
for which you work. Specific times and days will be explained to you by your
supervisor. Most state agencies operate from 8 a.m. to 5 p.m., Monday through
Friday, with an hour provided for lunch.

If, for any reason, you will be late or unable to report to work, you should
contact your supervisor as soon as possible before your shift begins.

Telephones, Equipment and Machines These tools are provided to make your
job easier and are intended for business use only. Personal telephone calls
should be kept to a minimum except, of course, in cases of emergency. Obtain
instructions from your supervisor before attempting to operate a machine with
which you are not familiar.

14

Safety and Accidents Safety is everyone's responsibility. If you see an unsafe
condition or situation you should bring it to the attention of your supervisor or
department head.

If you have an accident while on the job, notify your supervisor immediately.
Be sure to fill out all the necessary forms so that both you and the state are pro-
tected. If you sustain an injury that requires hospitalization or recuperation at
home, you are entitled to Workmen's Compensation as well as coverage for
any medical bills incurred.

Auto Use and Travel Expenses Generally, the State provides reimbursement
for expenses associated with traveling in an official state capacity. Either a
state vehicle will be provided for your use or you will be paid a flat rate per mile
for driving your own vehicle. The cost of public transportation (air, bus, train)
is paid based on the applicable fare. Meals and lodging expenses are covered by
a maximum per diem which is intended, but may not, cover all applicable ex-
penses associated with travel.

Travel rules and regulations are far too detailed for complete presentation
in this handbook. It is suggested that you contact your supervisor or refer to
Montana Administrative Manual, Chapter 1-1000, prior to traveling, to become
fully aware of your rights and limitations. The basic auto use-travel expense
regulations are summarized below.

State owned vehicles are available in the Helena area for employee use
while on state business. Although use of state owned vehicles is encouraged, it
is permissible, upon approval, for employees to use their own vehicles. Use of
your own vehicle will be reimbursed at the rate of 9? per mile. If the state or an
agency motor pool does not have a vehicle for use or it is determined in the
"best interest of the state" that you use your own vehicle, you will be reimbursed
at the rate of 12? per mile. To claim the 12? rate, proper documentation must be
obtained from the State Motor Pool and attached to your Travel Expense
Voucher when claiming reimbursement.

Per diem rates are set by law. They are designed to reimburse you for your
out-of-pocket costs for meals, lodging and associated miscellaneous ex-
penses while traveling on state business. Rates are different depending on
whether you travel in-state, out-of-state or in Washington, D.C. The method of
computation depends on whether you travel less than 24 hours or more than 24
hours. The following schedule provides the rates most state employees are
allowed:

15

Travel Time In-State Out-of-State Wash. D.C.

Three or less hours None None None

24 hours or less:

Travel shift $1.50 $2.00 $3.50 $1.50 $2.00 $3.50 $1.50 $2.00 $3.50

Other than above (for each 6 hours or

fraction thereof) $ 4.00 $ 6.25 $ 7.50

More than 24 hours:

Each full calendar day $16.00 $25.00 $30.00

Partial days (for each 6 hour period or

fraction thereof) $ 4.00 $ 6.25 $ 7.50

Miscellaneous Expenses Reasonable and Necessary

Upon return from traveling, you are responsible for properly completing a
Travel Expense Voucher (Form DA-101) to claim allowable reimbursement for
travel expenses. After completing the form and signing it, the form should be
given to your designated supervisor for review and approval. A state warrant
(check) will be sent to you by the State Auditor's Office after the claim form sub-
mitted by your agency's accounting office has been processed.

Because it is considered unreasonable for an employee to travel on per-
sonal funds, advances for anticipated travel expense may be made. Travel ad-
vances are subject to departmental policy and your supervisor should be
contacted concerning the proper procedures to follow in your agency.

State Library The Montana State Library provides materials and reference
service to state employees as one of its functions. The library maintains a col-
lection of 140,000 books in subject areas of interest to government employees.
A trained reference librarian is available to assist in locating materials and to do
necessary research.

A trained documents librarian is available to help with research. Both books
and documents may be checked out by state employees.

Change of Address or Telephone Number Any changes in your address and/
or telephone number should be reported to your supervisor immediately. In this
way your personnel records and payroll records can be kept current.

16

PERSONNEL POLICIES

Personal Conduct As a state employee, it is important to remember that you
represent your agency as well as the state in your relations with the public. It is
important for you to be courteous, respectful, and cheerful whenever you deal
with the public. Remember also that your co-workers deserve the same courtesy
and respect you bestow on the general public. It has been found that most
common reason for failure on the job is the inability to get along with fellow
employees.

Code of Ethics As a state employee, you are prohibited from any activity that
conflicts with carrying out your duties in the public interest. State employees
may not use their positions to secure special privileges or exemptions. Conflict
between public duty and private interests for members of the legislature and for
all state employees is prohibited.

The 1972 Constitution requires the state legislature to enact a code of ethics
law for state employees. When such a law is passed, you will be informed of its
provisions.

Political Activity As a citizen of the United States you have the right to vote as
you please; no employer can deny you this right or attempt to influence you.
However, as a state employee you may not hold any partisan political office or
participate in the management of a partisan political campaign.

The Hatch Act is a federal statute that prohibits any employee whose prin-
cipal employment is in connection with an activity which is financed in whole or
in part by federal funds from taking an active part in partisan politics.

A state statute (R.C.M. 94-1439) prohibits the holder of a public position or
office, other than an elected office, to pay or contribute to, or to aid or promote
the nomination or election of any other person to public office. The statute also
provides that no person shall invite, demand, or accept payment or contribu-
tions from such holder of a public position or office for campaign purposes.

Classification The 1973 Legislative Session authorized the Department of
Administration to develop a statewide classification plan (R.C.M. 59-903
through 59-914). This means that your duties and responsibilities will be as-
sessed and then grouped (classified) with other positions in the state service
that have similar duties and responsibilities (a class or skill level). As a result, all
similar jobs will have the same job title, duties and salary. Keep in mind that
classification considers positions, not people: Tasks change from classifica-
tion to classification but the tasks in any one classification remain the same.

17

The Department of Administration also was given responsibility for the de-
velopment of a wage and salary plan, which must be approved by the 1975
Legislature. The Department will be surveying state and local governments, the
federal government, and private industry. The number and location of the
agencies surveyed for each position will depend upon factors such as the re-
cruitment area for that position. Upon approval of the salary plan, state em-
ployees will be more equitably compensated.

Unions and Employee Organizations During the 1973 Legislative Session, a
bill authorizing collective bargaining for state employees was passed and
signed into law by the Governor. Accordingly, it is now possible for employee
organizations to negotiate with the state for the employees they represent. With-
in legislative limitation, salary, benefits, insurance and other factors its members
deem important are negotiable.

State employees who are exempted from collective bargaining are elected
officials, persons directly appointed by the Governor, supervisory employees
and management officials or members of any board or commission who serve
the state intermittently, professional instructors, teachers, school district clerks
and school administrators and paraprofessional instructors employed by school
boards and districts of this state, registered professional nurses performing
service for health care facilities, professional engineers and engineers in train-
ing, and any individual whose work has ceased as a consequence of, or in con-
nection with, any unfair labor practice or concerted employee action.

If eligible, you have the right to belong to any one of the organizations that
represent employees in their relations with the state. Neither your agency nor
the state can prohibit you from belonging to these groups, nor can they dis-
criminate against you for belonging.

Union dues will be deducted from your paycheck when you join one of the
employee organizations, if such is a term of the union contract.

Grievance Procedure Recent legislation created the Board of Personnel
Appeals for the hearing of grievances from employees (R.C.M. 82A-1014). Any
employee or employee's representative affected by the operation of this act is
entitled to file a complaint with the Board and to be heard, under the provisions
of a grievance procedure to be prescribed by the Board. The Board may instruct
the department to take corrective action that may be necessary to resolve
grievances that are found to be legitimate.

18

Merit System Over 1800 classified employees work in the seven agencies
served by the Merit System. Except for a few exempt positions, all employees
in the Department of Social and Rehabilitation Services; the Department of
Health and Environmental Sciences; the Civil Defense Division of the Depart-
ment of Military Affairs; the Employment Security Division and the Safety and
Health Bureau of the Department of Labor and Industry; the Surplus Property
Program of the Office of the Superintendent of Public Instruction; the Com-
munity Services Division and the Drug Abuse Program of the Department of
Institutions; the Addictive Disease Program of the Governor's Office and the
Merit System staff are under the Merit System. Each employee must have the
education and experience required for the position and must have passed an
examination. Prospective employees must rank among the three highest avail-
able examined to be considered for employment.

All Merit System probationary appointees work on a trial basis for a period
ranging from six to eighteen months as predetermined for each class. Proba-
tionary appointments may be terminated at any time during the probationary
period.

At the end of the probationary period, Merit System appointees are granted
permanent status, providing that their performance has been satisfactory.
Permanent status gives the employee all the rights, privileges and protections
provided by the Merit System.

Resignation If you plan to resign from state service you should notify your
immediate supervisor of your plans at least two weeks prior to the date you plan
to leave. If possible, you should also notify your department's personnel officer
or department head. Notification should be in writing and duplicated for your
protection as well as your employer's. Consideration should be given to the
reasons for your resignation as they may affect your eligibility for unemployment
insurance coverage (after December 31, 1974).

Employee Training and Development To promote efficiency in government
service by building and maintaining a force of skilled and efficient employees; to
maintain the highest standards of performance; and to utilize the most modern
practices and techniques in their duties, it is necessary and desirable in the
public interest that training and development opportunities be extended to all
state employees. The State Training and Development Program is not only
designed to improve our work attitudes, habits, knowledge and skills to best
qualify you for your current job, but also to provide the necessary knowledges
and skills needed to meet the minimum qualifications for higher job
classifications.

19

Basically, the State Training and Development Program sponsors the fol-
lowing types of training:

1. Orientation Training To familiarize new employees with their work as-
signments, introduce them to their staff, explain benefits and relate
employees work to organizational goals and objectives.

2. Job Training To constantly increase the employee's abilities on the
job and to develop their managerial and supervisory potential to prepare
them for future job demands.

3. Maintenance and Refresher Training To provide refresher training to
keep employees informed of new job methods.

4. Career Development Training To provide opportunities for self im-
provement and career development through training.

To find out more about the various types of training and career develop-
ment opportunities available to state employees, contact the Department of
Administration, Personnel Division, 449-3768.

LEAVES OF ABSENCE

Sick Leave Sick leave is defined as the necessary absence from duty caused
by illness, injury, pregnancy, or pregnancy-related illness, exposure to con-
tagious disease that requires quarantine, or the necessary absence from work
to receive medical or dental examination or treatment. Before you can take sick
leave, however, you must have been in the employ of the state for a period of
ninety (90) days.

While sick leave is a legal entitlement, the abuse of sick leave is a serious
offense which can result in dismissal.

Sick leave taken over a legal holiday shall not be charged against your sick
leave account.

Sick Leave Accrual Rate Every eligible employee who works full time accrues
sick leave at the rate of twelve working days per calendar year. Permanent part-
time employees accrue prorated sick leave credits providing they work a regular
schedule and work at least forty (40) hours in a bi-weekly pay period. As an em-
ployee of the state you may accumulate sick leave credits without limitation.

20

Long Illness A protracted illness which results in the exhaustion of your sick
leave can be covered in two ways: you may take annual vacation leave; or you
may apply for a leave without pay. Requests for leave without pay must be ap-
proved by your supervisor. Your agency is specifically prohibited from approv-
ing sick leave absence before sick leave credits are earned.

Family Sick Leave Family sick leave is the necessary absence due to an ill-
ness or death in your immediate family and is charged against accrued sick
leave rather than vacation or leave without pay. In taking emergency sick leave,
you are limited to five work days per calendar year for illness in the immediate
family and five work days for each death in the immediate family. Your immedi-
ate family is defined as your spouse, the parents of either spouse, brothers, and
sisters of either spouse, children, and the household dependents of either
spouse. If you have questions on the use of family leave, contact your supervisor.

Lump Sum Payment of Sick Leave Upon Termination At the time of termina-
tion, or retirement, you are entitled to cash payment equal to one-fourth of the
pay attributed to unused sick leave which you accrued after July 1, 1971. The
payment is computed on the basis of your salary rate at the time the sick leave
was actually earned. You must have been in the employ of the State for at least
ninety (90) days to collect the lump sum payment.

If you transfer between state agencies, you are not entitled to the lump sum
payment for accrued sick leave credits. In such a transfer, the receiving agency
shall assume the liability for the accrued sick leave credits after July 1, 1971.
Sick leave credits earned before that date cannot be transferred.

Annual Vacation Leave Annual vacation leave with pay is a legal entitlement
of each full-time and permanent part-time employee of the State of Montana.

As a new state employee, you may not take annual vacation leave until you
have been employed by the state for a period of one year, even though you have
legally accumulated leave credits.

To apply for a leave, complete the standard State of Montana form "Re-
quest for Leave of Absence" and submit it to your immediate supervisor. Gen-
erally, your time preference will be considered, but sometimes unusually heavy
work loads in your agency will make it impossible to approve your leave request
for the specific time requested.

Annual Leave Accrual Rates The periods of employment and the correspond-
ing rates of annual leave accrual are shown below:

Employees having from one full pay period of employment through ten
years of employment accrue leave at the rate of fifteen working days per year
of service.

Employees having over ten years of employment through fifteen years of
employment accrue leave at the rate of eighteen working days per year of service.

Employees having over fifteen years of employment through twenty years
of employment accrue leave at the trate of twenty-one working days per year of
service.

Employees having over twenty years of employment accrue leave at the rate
of twenty-four days per year of service.

By law, you are permitted to accrue a total not to exceed two times the maxi-
mum number of days earnable annually as of the last day of the calendar year.
Any accumulation of annual vacation leave in excess of this total as of the last
day of each calendar year cannot be carried over to the new year.

If you are a permanent part-time employee, and normally work a minimum
of forty hours in a bi-weekly pay period, you will accumulate annual vacation
leave, prorated according to the number of hours worked.

If your annual vacation leave extends over a legal holiday, you will not be
charged annual vacation leave for that day.

Lump Sum Payment of Annual Leave Upon Termination If you terminate your
employment with the state, you are entitled to cash compensation for the un-
used annual vacation leave that you have accrued. You must, however, have
been in the employ of the state for at least twelve months to be eligible for this
cash compensation. Cash compensation for unused annual vacation leave shall
be at your present rate of pay, not including overtime.

If you transfer from one state agency to another your accrued vacation
leave credits will be transferred with you and the receiving agency assumes
the liability for the accrued vacation credits. Transfer is defined by law as a
change of employment from one agency to another agency in the same juris-
diction without a break in service of five working days beyond projection of
payout for vacation leave.

22

Maternity Leave Sick leave may be charged for absences due to pregnancy,
including childbirth, miscarriage, abortion and reasonable pre-natal and post-
natal care, if the conditions associated with the pregnancy make effective per-
formance on the job impossible. Leave of absence without pay can also be
granted for pregnancy. When you are ready to return to work, within a reason-
able amount of time, your position or an equivalent one must be available
to you.

Jury Duty Statutes provide that an employee of the state who is properly sum-
moned has the option of taking leave with pay and giving jury fees earned (ex-
cluding expenses) to the state, or taking vacation leave or leave without pay
and keeping the jury duty fee. The law allows an employee to appear in court as
a witness with no loss in salary under certain provisions. If you find yourself in
either of the above situations, ask your supervisor for specific instructions so
that you understand what steps must be taken.

Military Leave Statutes (R.C.M. 77-1 57) state that any person who is a member
of the organized National Guard of the State of Montana or who is a member of
the organized or unorganized reserve corps of forces of the United States Army,
Navy, Marine Corps, or Coast Guard, which now exist or may be created at any
time in the future by proper authority, and who is an appointee of or employee
of the State of Montana, or any of its departments, or any county or city within
the State, and who has been such appointee or employee for a period of six
months, shall be given leave of absence with pay for a period of time not to
exceed fifteen working days in any calendar year for attending regular en-
campments, training cruises and similar training programs authorized by the
Secretary of Defense of the United States for the Montana National Guard or by
the proper legal authority in charge of the reserve corps, or forces or the United
States army, navy, marine corps, or coast guard while in attendance at such
annual encampment, training cruise, and similar training program, or without
the time being charged against him or his annual vacation.

Reinstatement to State Service After Military Duty State statute provides for
the reinstatement of a permanent employee ordered to active duty, providing
the employee applies for employment within forty days after discharge. You will
be reinstated at the same seniority, status and pay you received before induction.

Unauthorized Leave Of Absence An unauthorized leave of absence occurs
when an employee is absent from an assigned place of work or duty, or fails to
report for work as scheduled without authority.

Leave Without Pay At present there is no personnel policy or state statute
regulating leaves of absence without pay. Before taking any such leave, check
your department's policy concerning leave without pay.

23

24

Printed by

COLOR WORLD OF MONTANA. INC

201 E Mendenhall. Bozeman, MT 59715